Last updated: November 9, 2023
This policy describes what information we collect when you use Wavi's site, services, products, and content (“Services”). It also provides information about how we store, transfer, use, and delete that information, and what choices you have with respect to the information.
This policy applies to Wavi's online meeting recording & transcription tool, including the website and web applications, and other Wavi websites (collectively “the Websites”), as well as other interaction (e.g. customer support conversations, user surveys and interviews etc.) you may have with Wavi.
This policy applies where we are acting as a Data Controller with respect to the personal data of users of our Services; in other words, where we determine the purposes and means of the processing of that personal data. For content and data that you upload to or make available through the Service (“User Content”), you are responsible for ensuring this content is in accordance with our Terms of Service, and that the content is not violating other users’ privacy.
At Wavi, we prioritize safeguarding our users' privacy. Our business model is to provide a paid service to users who need to record, index and store meeting recordings, and does not rely on widespread collection of general user data. We will only collect and process information that we need to deliver the service to you, and to continue to maintain and develop the service.
Wavi does not access your recordings and transcripts at any point, unless you personally share access with individual employees for technical support. Also in those cases only recordings and transcripts with access rights given to the support team member will be accessed.
Wavi may collect, store and process various kinds of data, with different legal grounds, as listed below. We will not sell collected data to other companies.
Users who choose to register with Wavi will create their accounts directly through our platform. We will collect and store the email address, name, and organization name provided during the registration process.
We collect metadata to provide context about the Service's usage. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our server software and our analytics tracking system.
Wavi logs activities by you and other users when the users interact with our websites or apps, when a page or a room is visited or where there is a conversation. We will never access the content in conversations, unless upon specific request by the user who recorded this content with our Services.
We alert participants when they join meetings if you are recording a meeting with our service. Participants have the option to leave the meeting. As you are using Wavi to record meetings, you are responsible for collecting consents from all participants in the meeting prior to starting the recording. The transcript, which may also contain personal data, is treated the same way as the video recording. Video recordings and transcripts will not be accessed by Wavi, unless upon specific request by the user who created such recordings with Wavi. We do use the OpenAI API to summarize information in meeting transcripts but it is not stored by either WAVI or OpenAI in any way. Transcript information and summarized information is not accessible by WAVI unless specific consent is given.
Like most digital services, our servers automatically collect information when Websites or Services are accessed or used and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited within the Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
Wavi may collect and process information about devices used to access the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect and process some or all of this information depends on the type of device used and its settings.
We receive information from you and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer, or an IP address received from your browser or device to determine approximate location. Wavi may also collect location information from devices in accordance with the consent process provided by your device. The legal basis for this processing is our legitimate interests cf. GDPR art. 6 (1) item f, namely using this data for the purpose of ensuring the proper administration of our Website and business, analyzing the use of the website and services, monitoring and improving our Website and Services, improving the user experience, preventing abuse, and assisting users with support inquiries.
We may process information that you send to us, should you choose to submit a ticket to our customer support. If you contact us, we may use your Account, Transaction or Usage Information to respond. Processing this information is required for performing the contract we entered into with you, at your request (our Terms of Service), as well as our legitimate interest of handling your requests cf. GDPR art. 6 (1) item f.
We may process information that you provide to us for the purpose of subscribing to our email newsletters. You can opt out by sending an email to [your email here]. The notification data may be processed for the purposes of sending you relevant product information or newsletters. The legal basis for this processing is your consent cf. GDPR art. 6 (1) item a.
Customers that choose to purchase a paid version of the Services provide Wavi (and our payment processors) with billing details such as credit card information, billing email, banking information, location at the time of transaction and/or a billing address. The transaction data may be processed for the purpose of supplying the purchased services and keeping proper records of those transactions. This data may be used for the purpose of delivering the Services to you. Processing this information is required for fulfilling the contract we entered into with you, at your request (our Terms of Service) cf. GDPR art. 6 (1) item b. Additionally, this information needs to be retained in order to comply with accounting and tax regulation cf. GDPR art. 6 (1) item c.
Sometimes we’ll send you emails about your account, service changes or new policies. You can’t opt out of this type of “transactional” email (unless you delete your account).
Wavi leverages collected data to enhance user experience and service efficiency. Our use of data includes:
Our application's interaction with Google user data is purposeful and privacy-conscious:
We commit to aligning our handling of Google user data with the practices disclosed in this policy and conforming to Google's user data policies.
WAVI complies with the Google API Services User Data Policy, including the Limited Use requirements.
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Transaction information will be retained for a minimum period of 5 years following the date of the transaction, and for a maximum period of 10 years following the date of the transaction.
In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
Regardless of the provisions above, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
We may share information with your consent with third parties in some circumstances, including:
Our categories of service providers and partners are:
The hosting facilities for account information and for video storing are situated in Virginia, USA.
If you have provided your consent to your processing of personal data, you may also withdraw your consent at any time by writing an email to firstname.lastname@example.org. You may instruct us at any time not to process your personal information for marketing purposes, by writing an email to email@example.com. You can delete single recordings at any time via our web interface. If you delete your account, your information and content will be unrecoverable after that time. We may withhold personal information that you request to the extent permitted by law.
As an individual you are granted rights according to the applicable data protection law:
The rights are not absolute, and you may read more about your rights in the EU general data protection regulation Chapter III, or at https://ec.europa.eu/info/law/law-topic/data-protection/reform/rights-citizens_en
To exercise your rights or if you otherwise have any questions regarding our processing of your personal data, we encourage you to contact us as described below. However, we also notify you that you may raise a complaint to a data protection authority. As a European company, Wavi uses the Federal Commissioner for Data Protection and Freedom of Information as a supervising authority. You may find further information on their website: https://www.bfdi.bund.de/EN/Home/home_node.html. You may contact your national/state supervisory authority, but Wavi will retain the Federal Commissioner for Data Protection and Freedom of Information as our lead supervisory authority.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. All connections to Wavi are encrypted using SSL, and any attempt to connect over HTTP is redirected to HTTPS. Wavi hosts its software on Amazon Web Services (AWS). AWS data centers are certified as ISO 27001, PCI DSS, and/or SOC 1 and 2 compliant. Our database is located in a Virtual Private Cloud (VPC) with AWS and protected by restricted security groups. Only the minimal required communication to and between the servers is allowed.
In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We do not knowingly collect or process personal data from children under the age of 16, and no part of our Services is directed to them. If you are a parent or guardian and you learn that your child has provided us with personal data, please contact us at firstname.lastname@example.org. If we become aware that we have collected personal data from a child without verification of parental consent, we take steps to remove that information from our systems.
We can change these Terms at any time. If a change is material, we’ll let you know before it takes effect. By using Wavi on or after that effective date, you agree to the new Terms. If you don’t agree to them, you should delete your account before they take effect, otherwise your use of the Service and Content will be subject to the new Terms.